REQUEST FOR TENDER FOR Mats 180x90cm, 180x270cm, and 180x360cm For Frame Agreement

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Lucas Dorsey
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INTERNATIONAL COMMITTEE OF THE RED CROSS 19, avenue de la Paix CH-1202 Geneva Tel: +41 22 730 20 93 (direct) December 15, 2017 Please acknowledge receipt of this tender request by e-mail on

1 INTERNATIONAL COMMITTEE OF THE RED CROSS 19, avenue de la Paix CH-1202 Geneva Tel: (direct) December 15, 2017 Please acknowledge receipt of this tender request by on REQUEST FOR TENDER FOR Mats 180x90cm, 180x270cm, and 180x360cm For Frame Agreement N : RFT/GVA/17/ Closing date for commercial offer reception including samples at the ICRC: Jan. 15, 2018 at 12:00 (Noon) Geneva time Closing date for short listed supplier to deliver samples to the laboratory: Feb. 1, 2018 at 12:00 (Noon) Geneva time Validity of the offer until: December 31, 2018 The International Committee of the Red Cross (ICRC) is an independent, neutral organization ensuring humanitarian protection and assistance for victims of war and other situations of violence. It has a permanent mandate under international law to take impartial action for prisoners, the wounded and sick, and civilians affected by conflict. With its headquarters in Geneva, Switzerland, the ICRC is based in around 80 countries and has a total of more than 15,000 staff. The organisation is at the origin of both the International Red Cross / Red Crescent Movement and of International Humanitarian Law, notably the Geneva Conventions Within the above mandate and its consequences around the world, the ICRC invites suppliers to tender for the below mentioned items. ICRC's estimated future need for mats is approximately pieces for 180x360cm, units for 180x270cm, and units for 180x90cm per year. This quantity is an estimate and does not in any way represent a commitment from the ICRC. The quantities to be purchased will depend on actual requirements from the ICRC operations in the field. Please note therefore that the quantities required may fluctuate. 1/7

2 Article 1. Goods Polypropylene (PP) sleeping mats 180x90cm, 180x270cm, and 180x360cm See attached specifications in annex 1 Product shall be offered with full specifications. Article 2. Corporate social responsibility: Quality, Social and Environmental requirements 2.1 Prequalification: Short listed suppliers will be assessed by the ICRC. In case the proposed manufacturing plant was not yet visited for prequalification, a visit may be organised. The ICRC will bear the costs of prequalification visits. 2.2 QSE Audit compliance: The Frame Agreement (FA) will only be awarded upon a positive result of a Quality, Social and Environmental compliance audit performed by ICRC mandated external company in the presence of an ICRC representative. The ICRC will bear the costs of the social audit compliance visit. The audit report may be shared with members of the Quality, Social and Environment Group. Article 3. Tendering conditions 3.1 Preferred Suppliers: Vertical integration of the production process will be preferred. 3.2 Other Preferences: The ICRC will limit the ordered quantities to the production capacities available at time of placing the order. The total ordered amount should not exceed 30% of the contracted supplier s total yearly production capacity. 3.3 Commitment letter: The supplier is requested to provide a letter stating his commitment to supply under the Frame Agreement only mats from pre-qualified and positively audited plants. The commitment letter should also state: - Actual yearly production capacity - Potential production capacity growth in percentage comparing to the previous year - Production capacities already mobilised under current engagements with other customers and remaining potential capacities to dedicate for each of the ICRC's mats production (Please specify for three types of mats 180x90cm, 180x270cm, and 180x360cm). - Name and full physical address of the manufacturing plant 2/7

3 Failure to provide accurate information in the letter will result in an automatic rejection of the offer. 3.4 Production launching time & capacity: Please clearly state in detail your production (For 180x90cm, 180x270cm, and 180x360cm mats) lead-time for the following cases: Small orders (i.e. 1'000 units) Regular orders (i.e. 5' units) Large orders (Over 20'000 units) 3.5 Duration of the Frame Agreement (FA): The FA will be awarded from the date of adjudication for a 2 years duration. It may be extended with prior agreement of the two Parties. For the whole duration of the FA, the ICRC will place orders to the selected Suppliers at the tender price indicated in their offers for the agreed Incoterm ICC The ICRC will preferably place orders with the 1 st awarded Supplier for mats. Nevertheless, in case of limited production capacity for the 1 st awarded Supplier at the time of the ICRC's requirements, the ICRC reserves the right to place freely an order amongst the other awarded Suppliers. 3.6 Prices, Terms and conditions: Suppliers are invited to quote for 180x90cm, and/or 180x270cm, and/or 180x360cm mats. Kindly state your best firm price in USD or in EUR (Table Annex 2 to be used, VAT exempted). Prices shall remain firm for 2 years. In case of strong raw material market fluctuation (more than 10% increase / decrease over a period of 6 months), the ICRC shall be considering an index for the Polypropylene price and would be including a price revision clause after 1 year only. Please indicate your preferred international index for monitoring raw material section (easily identifiable through an official website). Cost Breakdown: Please state your fixed costs and the variable costs (related to raw material) clearly in order to adjust the unit price in case of price revision. Please also specify your preferred formula for price revision in Annex Laboratory test Laboratory tests must be performed only by the short listed supplier at the below-mentioned laboratory (However all suppliers are requested to send a sample to ICRC with their tender). Results must be in conformity for all parameters as per attached technical specifications Annex 1. All costs associated with samples submission and laboratory tests are to be paid by the Supplier directly to below-mentioned laboratory. Approximate full test cost is USD 495. Laboratory test results will be sent directly to the supplier by below-mentioned laboratory. The laboratory will also be requested to send a copy of test reports by directly to the ICRC. 3/7

4 A clause mentioning "Conformity of the goods with required specifications" should clearly appear on the certificate issued by the laboratory. In case of non-conformity the report should indicate it. 3.8 Dispatch of the samples The transport charge will be borne by the supplier. For all participating suppliers: One sample of 180x90cm mat to be sent to the ICRC before Jan. 15, 2018 at 12:00 (Noon) Geneva time: INTERNATIONAL COMMITTEE OF RED CROSS Logistics Division Attn. Guillaume Sauvage Essential Household Items Purchaser 6, rue du Pré-de-la-Fontaine ZI Zimeysa / Meyrin /Satigny SWITZERLAND, Meyrin 1217 Tel, For short listed suppliers only (The information will be given after Jan. 15, 2018): 1 sample of 180x90cm mat for Laboratory tests to be sent to below mentioned laboratory before February 1, 2018 at 12:00 (Noon) Geneva time: IFTH Antoine LEU - Ingénieur Transfert 25 rue Alfred Werner - BP Mulhouse Cedex2 FRANCE T: +33 (0) aleu@ifth.org Please clearly label your sample with your company name and ICRC tender Ref. RFTGVA/17/ Supplier's registration: Suppliers must be registered with the ICRC and provide the requested documents. For non-registered suppliers, registration forms will be provided to short listed suppliers ONLY Dispatch of the offer and closing date: Offers in sealed envelopes and samples must be received by the ICRC before January 15, 2018 at 12:00 (Noon) Geneva time Address: INTERNATIONAL COMMITTEE OF RED CROSS Logistics Division Attn. Guillaume Sauvage 6, rue du Pré-de-la-Fontaine ZI Zimeysa / Meyrin /Satigny SWITZERLAND, Meyrin 1217 Tel /7

5 The outer envelope must clearly indicate the Sender and Receiver. The inner envelope must clearly indicate: Tender Documents for Mats Frame Agreement: Ref. RFTGVA/17/ Offers not addressed as such will be automatically rejected Content of the offer: a. Product offered with full specifications b. Commercial offer (Please fill the table Annex 2) along with your price revision formula c. Commitment letter as per point 3.3 above d. Type of packing, net and gross weight, size and cubic dimensions per bale e. Loading quantities per 20' container, per 40' container, and per 40' HC f. Daily production capacity g. Location of registered office and company headquarter h. Permanent Storage Capacity i. Validity of the offer j. Duly signed ICRC General Conditions on Purchasing (Annex 3) k. Duly signed AQL (Annex 5) l. Bank information and bank credit attestation issued by your bank (Original document) m. Valid Quality certificates received from principal inspection companies, if any (For example: ISO, REACH, etc.) n. Bidder's name, title, signature and justification of power of signature o. Date and place 3.12 Offer validity: Your offer must remain valid for acceptance until December 31, Article 4. Reserved stock and consigned stock of sleeping mats 4.1 Reserved stock in the Supplier's warehouse: The ICRC may ask the supplier to hold permanently a reserved stock at his own premises for 180x90cm, and/or 180x270cm, and/or 180*360cm mats equivalent to 1 container 40 and to avail this stock within max 48 hours for shipment. Please, state and commit on the minimum and maximum lead-time for availing the items at nearest Port based on FOB Incoterm. (All handlings & possible transports lead-times included) 4.2 Payment of Reserved Goods at the end of the Term: 6 months before the end of the contract, the Supplier shall ask a written confirmation to the Buyer stating that the reserved stock shall be maintained until the end of the contract. If such confirmation is not given to the Supplier, the Supplier shall sell the reserved stock to ICRC within the last 6 months of the contract and the ICRC won t buy the reserved stock once the Frame Agreement has expired. 5/7

6 Article 5. Conditions of Purchase 5.1 Quality control / Rejected supplies: The Supplier will be responsible for the quantity and quality delivered according to the agreed specifications. ICRC will perform systematic controls on consignments delivered to our warehouses. In case of delivery of non-conforming merchandise, Article 12 of the ICRC "General Conditions on Purchasing" attached hereto and forming an integral part of this Agreement shall apply with AQL penalties rules (Annex 4 or 5). 5.2 Basic requested labelling on each bale (on packaging): According to AQL Sleeping mats TSLOG REV Specific Marking: To be defined on each Purchase Order. 5.4 Packing: As per specifications: Bale. 5.5 Delivery time: The goods should be ready for shipment within 48h from the reserved stock at Supplier's warehouse when receiving ICRC s confirmed purchase order. 5.6 Insurance: According to the Incoterms ICC Payment terms: Payment will be done by bank transfer within 30 days upon receipt of goods or against receipt of shipping documents as per incoterms 2010 and against copy of documents as article Address for the invoice: International Committee of the Red Cross 19, Avenue de la Paix CH Geneva Switzerland 5.9 Documents required for each Delivery: Invoice in triplicate with Buyer PO number as reference Signed delivery order (CMR, AWB, B/L) by the carrier Packing List in triplicate (+ one copy inside the consignment) Certificate of Origin Other documents according to each Purchase Order 6/7

7 5.10 Dispatch of documents: Two full sets of original documents to be sent (respectively) at seller s expense 1). To the consignee 2). To the ordering ICRC entity (Geneva or other) + commercial invoice Article 6. Extension of the Frame Agreement to the RC/RC movement The Supplier agrees that all National Red Cross and Red Crescent Societies as well as the Federation of Red Cross and Red Crescent Societies (IFRC), may benefit from the terms and conditions of the Frame Agreement with the ICRC. Article 7. General Terms and Conditions 7.1 Acceptance of the agreement: Acceptance of the agreement entails the waiving by the supplier of its General Conditions of Sales. 7.2 Terms and Conditions: All terms and conditions not mentioned herein shall be governed by the ICRC "General Conditions on Purchasing" attached hereto and being considered as an integral part of the Agreement. Article 8. Incoterms Each Incoterm mentioned in the present document refers to INCOTERMS ICC 2010 Article 9. Acknowledgement of receipt. Please acknowledge receipt of this request for tender Ref. RFT/GVA/17/ by to gva_logpurchcontracts_services@icrc.org Attn. Guillaume Sauvage EHI Lead Buyer International Committee of the Red Cross 6, rue du Pré-de-la-Fontaine ZI Zimeysa / Meyrin /Satigny SWITZERLAND, Meyrin 1217 Attachments: Annex 1: Specifications for sleeping mats Annex 2: Price table for Commercial offer Annex 3: ICRC General Conditions on Purchasing 2010 Annex 4: Mats examples Annex 5: AQL Sleeping mats TSLOG REV /7

INTERNATIONAL COMMITTEE OF THE RED CROSS

INTERNATIONAL COMMITTEE OF THE RED CROSS 19, avenue de la Paix CH-1202 Geneva Switzerland Tel: +41 22 730 20 93 (direct) Geneva, September 4, 2017 Please acknowledge receipt of this tender request by e-mail